Privacy Policy - Cleaners Mayfair

This Privacy Policy explains how Cleaners Mayfair collects, uses, stores, shares, and protects personal data when providing cleaning services. It applies to all Cleaners Mayfair customers in the area, including prospective customers, current customers, and anyone who communicates with us about our services. We are committed to handling personal data in a lawful, fair, and transparent way in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Cleaners Mayfair provides domestic and commercial cleaning services to customers in the area. For the purposes of data protection law, Cleaners Mayfair acts as the data controller for the personal data we collect and process in connection with our services. This means we decide why and how your personal data is used.

2. Personal Data We Collect

We collect only the personal data that is necessary to deliver our services, manage bookings, handle payments, and comply with legal obligations. The categories of personal data we may collect include:

Identity details such as your name and title
Contact details such as your address, phone number, and email address
Service details such as property type, cleaning preferences, booking history, and instructions for service delivery
Payment information such as billing details and transaction records
Communications including messages, complaints, feedback, and service-related correspondence
Technical data where applicable, such as limited website or device information used for security and service improvement

We do not intentionally collect special category data unless it is provided voluntarily and is necessary for a specific purpose, such as accommodating access needs or safety requirements. Where such data is processed, we do so only when there is a valid lawful basis and appropriate safeguards.

3. How We Use Your Personal Data

We use personal data to provide and manage our services, including:

Processing enquiries and bookings
Delivering cleaning services at the requested location
Managing customer accounts and preferences
Sending service confirmations, updates, and administrative notices
Handling invoicing, payments, and refunds
Responding to complaints and service issues
Maintaining records for business administration and legal compliance
Improving service quality, training, and operational efficiency
Preventing fraud, misuse, and security incidents

We will only use your personal data for the purposes described above or for purposes that are compatible with those originally stated.

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing your personal data. Depending on the context, we rely on one or more of the following:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes managing bookings, providing cleaning services, taking payments, and communicating about the services you have requested.

Legal Obligation

We may process personal data where required to comply with legal obligations, such as tax, accounting, record-keeping, or regulatory requirements.

Legitimate Interests

We may process data where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. Examples include service improvement, internal administration, quality control, fraud prevention, and protecting our business and customers.

Consent

In limited cases, we may rely on your consent, for example where it is appropriate to use certain optional information or communicate with you in specific ways. Where we rely on consent, you may withdraw it at any time. This will not affect the lawfulness of processing before withdrawal.

5. Sharing Your Data and Processors

We may share personal data with trusted third parties who help us operate our services. These third parties act as processors when they process data on our behalf and only under our instructions. They are required to protect your data and use it only for the purposes we specify.

Typical categories of processors may include:

Payment processors who handle card or online payments
Booking and scheduling providers who support appointment management
IT and cloud service providers who store or secure data systems
Accounting and invoicing providers who assist with financial administration
Customer communication tools used for service-related messages

We may also disclose personal data to professional advisers, insurers, regulators, law enforcement agencies, or courts where required by law or necessary to protect legal rights. We do not sell your personal data.

6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. Retention periods vary depending on the type of data and the reason it was collected.

As a general approach:

Customer and booking records are retained for the duration of the service relationship and for a reasonable period afterwards
Financial and tax records are retained for the period required by law
Complaints and correspondence are kept long enough to resolve the matter and maintain business records
Where data is no longer needed, it is securely deleted or anonymised

Retention decisions are reviewed periodically to ensure data is not kept longer than necessary. In some cases, we may retain data for longer if required to establish, exercise, or defend legal claims.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, secure storage, password protection, staff awareness, and restricted data access. While no system can be guaranteed completely secure, we take data protection seriously and regularly review our safeguards.

8. International Transfers

Where personal data is transferred outside the UK, we ensure that appropriate protections are in place in accordance with data protection law. This may include standard contractual clauses or other lawful transfer mechanisms. Any such transfer is carried out only where necessary and with suitable safeguards.

9. Your Rights

Under data protection law, you have a number of rights in relation to your personal data. Subject to legal limits, these may include:

Right of access – to request a copy of the personal data we hold about you
Right to rectification – to ask us to correct inaccurate or incomplete data
Right to erasure – to request deletion of your data in certain circumstances
Right to restriction – to ask us to limit how we use your data in some situations
Right to object – to object to processing based on legitimate interests or direct marketing
Right to data portability – to receive certain data in a structured, commonly used format
Right to withdraw consent – where processing is based on consent

If you wish to exercise any of these rights, we will respond in line with applicable law. We may need to verify your identity before taking action on your request. In some cases, we may be unable to comply fully where the law requires or permits us to keep or use the data.

10. Marketing Communications

We only send marketing communications where we are legally permitted to do so. If we rely on consent, you can withdraw it at any time. If we rely on legitimate interests, you still have the right to object. Any marketing content will be limited and relevant to our services.

11. Children’s Data

Our services are not directed at children, and we do not knowingly collect personal data from children unless it is provided by an adult customer in connection with a service request and is necessary for that request. If we learn that we have collected personal data inappropriately, we will take reasonable steps to delete it.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. Any updated version will apply from the date it is published. We encourage customers to review this policy periodically to stay informed about how we process personal data.

13. Summary of Our Approach

Cleaners Mayfair is committed to processing personal data lawfully, securely, and transparently. We collect only what we need, use it for clearly defined purposes, share it only with trusted processors or where required by law, and keep it only for as long as necessary. We also respect your rights and will work to ensure your personal data is handled with care and respect at all times.

This Privacy Policy applies to all Cleaners Mayfair customers in area.